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LifeCycle management for wiki pages

This arcticle explains how to activate, configure and use the lifecycle for wiki pages, one feature of the BlueBridge Wiki Extensions. The benefit is a wiki full of quality checked articles and happy readers, who are not dis-satisfied by outdated information.

Summary

The lifecycle management feature - included in the BlueBridge Wiki Extensions - automatically defines outdated wiki pages as obsolete. System-generated reminders will inform you when an article is about to expire. The time period for articles to be active can be set on library layer as well as additional receivers of the reminders.

Steps to do

  1. Make sure the BlueBridge Wiki Extensions are installed and licensed on your server
  2. Activate and configure the LifeCycle Job in the Central Administration
  3. Activate the BlueBridge Wiki Extensions feature for the respective SharePoint site
  4. Add the lifecycle fields and configure the lifecycle for the respective SharePoint wiki library

Make sure the BlueBridge Wiki Extensions are installed and licensed on your server

The lifecycle feature is included in the BlueBridge Wiki Extensions, so the first step is to make sure they are installed and licensed properly on your server. How to find out if the Wiki Extensions are licensed properly is described in this arcticle.

Activate and configure the LifeCycle Job in the Central Administration

Go to the Central Administration of your SharePoint farm and click on the "LifeCycle Job" link in the "BlueBridge Wiki Settings" section in the "Application Management". Keep in mind: The Central Administration is only available for system administrators.

Select the respective WebApplication on the right hand side.
Click "Install", in case no job was found.
Now you can schedule the job who will later take a look at the wiki pages and send a reminder for those pages which are close to expiration date and marks pages as obsolete if they have expired. For testing the lifecycle, an hourly scheduled job is fine, so you don't have to wait for the reminder mails for days. In a productive environment, a daily schedule should be sufficient.

Activate the BlueBridge Wiki Extensions feature for the respective SharePoint site

The video tutorial below shows, how to activate the BlueBridge Wiki Extensions for a wiki pages library on your SharePoint site.

Activate the BlueBridge Wiki Extensions
This video tutorial shows how to activate the BlueBridge Wiki Extensions for the current SharePoint site.

Add the lifecycle fields and configure the lifecycle for the respective SharePoint wiki library

Click on the link "LifeCycle" in the "Helpers" section of the wiki settings for the respective wiki pages library.

If not already done, add the additional lifecycle fields to the wiki library.
Define the calculation of the expiration date.
Configure the lifecycle notifications. Check the first box if you want the reminder mails to be sent and how the expiration date should be calculated. Due to our experience, we recommend the reminder should better be sent a few days more early, to give you the chance to react even in vacation time or cases of illness.

After these steps, the BlueBridge Wiki Extensions LifeCycle will inform you about expiring wiki pages and if necessary set them to obsolete.